Using the PeopleSoft Outlook Menu

This section provides an overview of the PeopleSoft and Outlook integration, and discusses how to:

  • Define settings and options.

  • Use the PeopleSoft Scheduler and Scheduling Assistant.

  • Replicate appointments, meetings, tasks, and address books.

Within Microsoft Outlook, the following two components are installed that enable all of the communication and interaction between Microsoft Outlook and the PeopleSoft system:

  • The Microsoft Add-In—this is represented in the PeopleSoft Outlook menu and handles all of the communication and information within Microsoft Outlook.

  • The PeopleSoft Outlook URL Handler—this is an external Windows application that allows you to drill into Microsoft Outlook directly from the PeopleSoft system.

When you select Settings & Options from the PeopleSoft menu in Microsoft Outlook, the following pages are available:

  • Servers page—shows the server detail (such as the server URL, connectivity, and the server functions that you selected).

  • Options page—shows the display options and frequency of updates.

  • Status Log page—shows the send and receive data and errors in the log.

Note: After the Microsoft Outlook Add-In installation completes, you must go to the Settings and Options - Servers page (PeopleSoft Outlook menu, Settings & Options, Servers) and define the server URL and functions.

The server must show the Enable check box selected to attempt connectivity. If the server was determined to be online during the last connection attempt, the Online check box is selected.

Defining the Servers Page

Access the PeopleSoft Settings and Options - Servers page (PeopleSoft Outlook menu, Settings & Options, click the Servers page).

Use the PeopleSoft Settings and Options - Servers page to define the server URL that you want to connect to and the functions that you want to assign to the server.

Image: PeopleSoft Settings & Options - Servers page

This example illustrates the fields and controls on the PeopleSoft Settings & Options - Servers page. You can find definitions for the fields and controls later on this page.

PeopleSoft Settings & Options - Servers page

Define the URL and functions to assign to the server:

Field or Control

Definition
Enable

The server must show this check box selected to attempt connectivity.

If the server was determined to be online during the last connection attempt, the Online check box is selected.
Server URL

Enter the URL of the server that you want to connect to. This is your Integration Broker URL.
User ID

Enter your User ID.
Save User ID

Select to save your User ID in the system and avoid the need for future entry.
Password

Enter your password.
Save Password

Select to save your password in the system and avoid the need for future entry.
Account

Select an account in the form of the email address of the user. You can select from a list of multiple accounts.

The selected account drives the information from the parameters that you defined in the Outlook setup.
Features

Select the features that you want to use. Values are:

  • Scheduling

  • Dynamic Displays

  • Tasks

  • Address Books

  • Appointments
Add

Click to add a new server option.

Note: This section of the PeopleSoft Settings & Options - Servers page shows the current version of the PeopleSoft Outlook Add-In and the server that you are using.
Delete

Click to delete an existing server option.

Alternatively, you can disable a server by clearing the Enable check box.

Defining the Options Page

Access the PeopleSoft Settings & Options - Options page (PeopleSoft Outlook menu, Settings & Options, click the Options page).

Use the PeopleSoft Settings & Options - Options page to review or select your display features and frequency of updates.

Image: PeopleSoft Settings & Options - Options page

This example illustrates the fields and controls on the PeopleSoft Settings & Options - Options page. You can find definitions for the fields and controls later on this page.

PeopleSoft Settings & Options - Options page

Field or Control

Definition
Auto open display in home page

Select to automatically open the display in your Microsoft Outlook home page.
Popup New Tasks

Select to be alerted by popup messages when a new task falls into your queue.
Connection Speed

Select to specify the connection speed. Values are:

  • Auto: This is the default value.

  • Fast

  • Average

  • Slow

You can adjust your connection speed which will adjust the chunk size when sending and receiving files.

In Desktop Integration's File Transfer page, an option exists to override your connection speed.
Check for new items every

Specify the frequency of system updates in minutes. This determines how often you want to replicate the PeopleSoft system information.

If set to 0, no replication will take place.
Display Working Days Only

Select to only display working days by default in the PeopleSoft Scheduling Assistant.
Display Working Hours Only

Select to only display working hours by default in the PeopleSoft Scheduling Assistant.
Ignore Missing Free/Busy Data

Select for the system to ignore missing free/busy data.

When you select this option you avoid unnecessary clutter from unavailable data.

Reviewing the Status Log Page

Access the PeopleSoft Settings & Options - Status Log page (PeopleSoft Outlook menu, Settings & Options, click the Status Log page).

Use the PeopleSoft Settings & Options - Status Log page to review the send and receive data and any errors in the log.

Image: PeopleSoft Settings & Options - Status Log page

This example illustrates the fields and controls on the PeopleSoft Settings & Options - Status Log page. You can find definitions for the fields and controls later on this page.

PeopleSoft Settings & Options - Status Log page

If you are experiencing any issues, you can access this page and clear the log or export and save the log information. This log is only available in the current session. If you exit Microsoft Outlook, and then log back in, the log information is erased and no longer visible. This page also displays the current version of the PeopleSoft Outlook Add-In that you are using.

Use the PeopleSoft Scheduler page and Scheduling Assistant to expand the functionality of your appointments, meetings, address books, and messages.

The PeopleSoft Scheduling Assistant helps you manage and schedule all of your PeopleSoft meetings.

Navigation

PeopleSoft Outlook menu, Scheduling Assistant

Image: PeopleSoft Scheduler page

This example illustrates the fields and controls on the PeopleSoft Scheduler page. You can find definitions for the fields and controls later on this page.

PeopleSoft Scheduler page

The PeopleSoft Scheduler page and Scheduling Assistant provide the following features and functionality:

Meetings Group Actions

Field or Control

Definition
Send

Click to send the selected meeting or group of meetings.
Cancel

Click to cancel the selected meeting or group of meetings.
Save Group

Click to save the selected meeting or group of meetings.
Add Meeting

Click to add a meeting.
Refresh

Click to refresh. This action retrieves the data from the PeopleSoft system.

If you have unsaved data the system prompts you to save now, or your data will be lost.

Selected Meeting Actions

Field or Control

Definition
Send Invitations

Click to send the selected invitation or group of invitations.
Cancel Meeting

Click to cancel the selected meeting or group of meetings.
Save Meeting

Click to save the selected meeting or group of meetings.
Address Book

Click to add someone from your address book to the selected meeting or group of meetings.
Check Names

Click to initiate the system to verify that your selected participants have valid email addresses.
Delete

Click to delete the selected meeting or group of meetings.
Send as iCal

Click to send the selected meeting as an iCalendar attachment.
Custom Message

Click to send a custom message, and then select Message to choose which message you want to use.
Message

Click to choose the message you want to use.

Options

Field or Control

Definition
Message To All Attendees

Click to send the same message to multiple people.
Display

From the drop-down list, select the features that you want to display in your Outlook homepage. Values are:

  • Meeting Queue

  • Availability Window

  • Show Working Days Only

  • Show Working Hours Only

Meeting Queue

When you look in the Meeting Queue display, you see everything that is assigned to you to be scheduled. You can click a specific meeting (line item) to display the meeting details in your Outlook homepage.

These options enable you to filter what is visible in your Meeting Queue.

Field or Control

Definition
Filter

Select from the available options to display in your Outlook homepage:

  • Ready to Schedule: This is the first stage; in the Meeting Queue but nothing has been done.

  • In Progress: Select to display meetings that are in progress. Invitations may have been sent, but these meetings are incomplete.

  • Scheduled Meetings: Select to display meetings that have been scheduled.

  • Past Meetings: Select to display meetings that already occurred.

  • Cancelled Meetings: Select to display meetings that were cancelled.

  • On Hold Meetings: Select to display meetings that were in the Meeting Queue, then put on hold.

  • Set Date Range: Select to specify a date range for the options you want to display.
Save All

Click to save everything selected in your Meeting Queue.
Refresh

Click to refresh your Meeting Queue.

PeopleSoft

Field or Control

Definition
Display

Displays Dynamic Displays for the current document.

The replication options in the PeopleSoft Outlook menu have no dialog or visual component. These items are replicated to and from PeopleSoft only. Therefore, only appointments, meetings, tasks, and address books that are also PeopleSoft items can be replicated. The menu options enable you to perform the replications manually.

Alternatively, you can set up a schedule for replication in the PeopleSoft Settings & Options pages.

See Defining Settings and Options.

Replicating Appointments and Meetings

Use the PeopleSoft Replicate Appointments/Meetings option to manually start the replication process for those items.

Replicating Tasks

Use the PeopleSoft Replicate Tasks option to manually start the replication process for those items.

Replicating Address Books

Use the PeopleSoft Replicate Address Books option to manually start the replication process for those items.